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Travel

The information provided is a resource to help serve and support the university community while providing assistance and guidance regarding current UT Arlington travel policies and procedures. The goal is to help expedite reimbursements as quickly and accurately as possible while insuring that all State of Texas as well as UT Arlington Fiscal Regulations and Procedures are followed. Please feel free to contact UT Arlington Travel staff at any time.

Necessary Information Prior to Travel

Travel procedures and requirements will vary depending upon source of funding utilized to pay for the travel, the travel destination, the nature of business conducted while traveling, and the length of time traveling. Each traveler should generally be aware of the constraints that pertain to their travel situation prior to travelling.

Source of funds in an account dictate whether that account can be used under State Fund travel rules, or Local Fund travel rules. Also, some accounts cannot be used for travel due to additional constraints on the account. Reference Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80) for a way to check your account profile status.

Travel is generally divided into four categories; in-state, out-of-state, international, and non-overnight. State Fund travel rules for in-state, out-of-state, and international travel can be found in Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86). Local Fund and State Fund rules for in-state, out-of-state, international and non-overnight travel can be found in Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86).

Travel to Washington DC requires certain information be collected as part of the travel authorization process. Meetings with federal officials on legislative or appropriation issues also require certain information to be registered with the State of Texas. Reference Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80) for methods to submit the required information.

International travel requires additional approvals if using State Fund travel rules. Reference International Travel (Procedure 2-83) for methods to submit the required information.

General Travel Process

Pre-Travel

The Request for Travel Authorization (RTA) is used to authorize in state, out of state, and international travel for employees, prospective employees, consultants, guest speakers, and students who are traveling for UT Arlington business. Employee travel requests should refer to Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80) for methods used to process the RTA. Non-employee travel requests should refer to Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87) for specific requirements associated with these travelers.

Some travel may require travel cash advances. Situations qualifying for travel cash advances and voucher processing restrictions are found in Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80).

The travel authorization process requires approval from a supervisor prior to making a trip. Approvals for executive management travel are found in Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80).

Airline flight bookings must be done through one of the two UT System contracted travel agencies specified by UT Arlington. Reference Travel Services (Procedure 2-81) for required information to process a booking.

Ground transportation and lodging may be obtained from a variety of sources; however there are additional constraints traveling on State Fund travel rules. Refer toMeals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86) for State Fund travel rules requirements for rental cars and hotels. Local Fund travel rules for rental cars and lodging may be found inTransportation Does Not Apply to State Accounts (Procedure 2-89) and Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds(Procedure 2-86).

Travel

Travelers should be aware of the requirements for receipts while they are traveling which will vary based upon source of funds, travel destination and total amount of expenses per day.

The State of Texas and UT Arlington do not pay per diem for meals and incidental expenses, although we utilize various federal per diem tables to establish daily limits above which receipts are required for reimbursement. Reimbursements below daily limits may be claimed only for actual cost of meals and incidental expenses. Reference Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86) and Completing Required Documentation for Travel Reimbursements (Procedure 2-90).

International travel receipts will require conversion to U.S. Dollars. ReferenceInternational Travel (Procedure 2-83) for method to submit the required information.

Post Travel

Payment vouchers are used to reimburse travelers for various expenses after their return. Different voucher procedures exist for different types of trips or if a cash advance was taken or the traveler was a non-employee. Reference Completing Required Documentation for Travel Reimbursements (Procedure 2-90) and Travel for Persons Other Than Faculty and Staff Does Not Apply to State Accounts (Procedure 2-87) for specific requirements to prepare a voucher.

Additional Travel Information Resources

Terms commonly used in travel procedures are available in Allowable Expenditures Does Not Apply to State Accounts (Procedure 2-75) and Request for Travel Authorization and Obtain Permission to Travel (Procedure 2-80).

A quick reference table of allowable expenditures for travel and/or entertainment expenses on Local Funds is available in Allowable Expenditures Does Not Apply to State Accounts (Procedure 2-75).

Travelers anticipating situations which might conflict with existing policy may petition for an exception to existing rules. Reference Meals, Lodging, Incidental Expenses and Other Fees for Travel for State and Local Funds (Procedure 2-86) on how to request exceptions.

Employees may wish to attend a *DEFINE training session for Travel Guide Policy and Procedures. This session will cover travel rules governing travel reimbursement, approvals needed before traveling, and allowances for meals, lodging and transportation. There is also a training session for the employees responsible for preparing travel vouchers. Reference *DEFINE Training Class Registration application to enroll in a session.

A tutorial on frequently asked questions is in the *DEFINE Travel Guide Policy & Procedures which answers most of the frequently asked travel and voucher preparation questions in detail.

A list of all the travel procedures may be found at Travel Procedures Index.

A list of all the forms referenced in the travel procedures may be found in the Travel Forms/Exhibits Index.

Information on local airports may be found at Dallas Fort Worth International, and, Dallas Love Field.

Learn How to Save on Travel Expenses may be helpful for cost containment ideas for your department.

Employees may also find the traveler's personal checklist useful as a review of things to remember prior to traveling.

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